Worcester Polytechnic Institute 1 Providing Technology Orientation for New Faculty and Staff Copyright © 2005 Worcester Polytechnic Institute This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

Providing Technology Orientation for New Faculty and Staff Information Technology Division Computing and Communications Center Debra Dexter, Software Applications Instructor Kerrie O’Connor, Office Operations Computer Support Specialist Anne Valerio, Office Operations Computer Support Specialist

Worcester Polytechnic Institute 3 You have passwords

Worcester Polytechnic Institute 4 Without orientation… Password envelope presented to you – Lucky! Hiring manager completed Request for CCC Accounts Form was received and processed by HR HR forwarded the form to the CCC CCC created the accounts and password envelope Helpdesk notified your department of password envelope Your department claimed the envelope and gave it to you – or – You were directed to claim password envelope at CCC

Worcester Polytechnic Institute 5 Now what? How do you access your accounts and ? How do you change your passwords? Do you know what you agree to when you login? Where do you get help?

Worcester Polytechnic Institute 6 Historical Experience 1996 – HR Tour includes CCC (Staff only) 2000 – CCC Account Demonstration (Staff Only) 2005 – Hands-On Orientation (Staff and Faculty) 2007 – ?

Worcester Polytechnic Institute 7 What processes needed improvement? Communication to the Helpdesk Account Request Process –Staff - Update the form, educate hiring managers, revisit its routing process –Faculty - various sources, needs and timing Streamline assistance –availability of CCC staff –orient all new members of WPI

Worcester Polytechnic Institute 8 Creating our current Technology Orientation Account Request Process Goal: accounts and passwords ready on each new employee’s start date Request Form –revised –available online Request Process –hiring managers –timing –routing

Worcester Polytechnic Institute 9 Creating our current Technology Orientation Scheduling Goal: Technology Orientation on start date Communication –HR to CCC’s orientation team –CCC Office to Helpdesk Scheduling –Start dates on Mondays –HR orientation on followed by Technology Orientation –CCC Instruction Lab –CCC orientation team –Fewer impromptu sessions –Greater Consistency

Worcester Polytechnic Institute 10 Creating our current Technology Orientation Orientation Agenda Goal: Impart necessary information and access accounts CCC services, in particular Helpdesk and Software Applications Instructor Policies regarding accounts and passwords Hands-on training to access accounts, change passwords, perform electronic searches, and use 90 minutes Printed information

Worcester Polytechnic Institute 11 Creating our current Technology Orientation Faculty Focus Goal: Adjust process and agenda to service faculty needs Provost’s Office communication Varied orientation dates Reaching Out Orientation agenda adjusted Incorporating the Academic Technology Center (ATC)

Worcester Polytechnic Institute 12 Technology Orientation Agenda STAFF Banner VMS Exchange Calendars Dept. Specifics FACULTY Banner Working Remotely MyWPI Elec. Classrooms ETS Library Services IT Info CCC Info Services Policies Accounts

Worcester Polytechnic Institute 13

Worcester Polytechnic Institute 14 Outcomes – CCC System Administrators’ load eased Availability Location Instruction promoted Attendance tracked Issues monitored Follow-up

Worcester Polytechnic Institute 15 Outcomes – IT Promote numerous services within IT Positive first experience with IT Provide opportunity to meet contacts in all IT departments IT internal communication increased and improved

Worcester Polytechnic Institute 16 Outcomes – WPI Community Encourages comfort partnering with IT and seeking IT assistance Human Resources, Provost’s Office Hiring managers New employees New faculty

Worcester Polytechnic Institute 17 Positive Feedback! Opportunity to meet IT representatives face-to-face Can use accounts and right away Useful for faculty returning after being away several years

Worcester Polytechnic Institute 18 Next Steps Technology Orientation is a fluid program, constantly being evaluated and revised to meet the current needs of new employees at WPI. First year program for faculty First year program for staff Assess and Measure Short-term employment issues